Overview
The Administrative and Finance Associate will provide financial management and administrative support for project implementation, ensuring compliance with financial regulations and facilitating smooth programme operations.
Key Responsibilities
- Support the drafting of projects' annual work plans, progress reports, and final reports with financial data.
- Track and control program/project expenditures and disbursement rates.
- Support project management in the Quantum system, including creating projects, preparing budget revisions, and managing project closure.
- Process payments and provide timely financial reports.
- Review project financial reports and maintain the internal expenditures control system.
- Arrange procurement of equipment, supplies, and services.
- Provide support to the recruitment of consultants and contract management processes.
- Assist in recruitment processes by coordinating with HR.
- Ensure compliance with financial procedures and frameworks.
- Support the implementation and monitoring of funding agreements.
- Update team members on changes in financial policies, rules, and procedures.
- Provide advice and guidance to implementing partners on applicable policies and procedures.
- Support the monitoring and implementation of project activities.
- Provide inputs to the auditing of projects and follow up on audit recommendations.
- Support assessments of technical and financial management capacity on IPs.
- Support spot-checks on IPs and coordinate NIM audits.
- Support project mid-term reviews and final evaluations.
- Contribute to the planning and project formulation process, developing budgets and financial management schemes.
- Analyze and track mobilized resources and prepare financial reports.
- Review and follow up on contributions agreements.
- Maintain donor reporting system.
- Liaise with Finance Unit and Programme Support Unit for tracking overall expenditures.
- Support Unit Head in planning and managing direct project costing.
- Prepare information for the audit of programmes/projects.
- Support arranging appointments, organizing meetings/workshops, and staff travel.
- Provide administrative and logistical support on travel requests and claims.
- Serve as the focal point for financial, administrative, operation or substantive matters.
- Maintain, physically verify and certify assets and inventory.
- Draft meeting minutes and letters.
- Translate and interpret basic documents from Lao into English and vice-versa.
- Maintain programme/project files and documents in SharePoint.
- Gather and compile financial data and information for document preparation.
- Update and maintain counterpart and partner contact lists.
Required Experience
- A minimum of 7 years (with secondary education) or 4 years (with bachelor’s degree) of relevant progressively responsible accounting or/and finance or programme/ project experience is required at the national and/or international level.
- Experience in supporting programme/ project team.
- Experience in working in a computer environment using multiple office software packages.
- Experience using computers and office software packages.
- Experience in project management assistance by supporting administrative, operational and logistical processes.
- Experience in support financial, procurement and human resources processes.
Qualifications
University degree in Finance or Accounting desirable. Part-qualified accountants from an internationally accredited institute of accountancy will have a distinct advantage. Candidates should hold a degree in Business Management; a major in Accountancy is preferred. Candidates with no professional accountancy qualifications, but with degrees that major in accountancy and/or finance must complete UNDP Finance Training and Certification Programme (FTCP), if recruited.
